2-RFB-RC-2025-097 Residential Declutter, Cleaning and Sanitization Services.pdf

PAGE: 1

COUNTY OF ROCKLAND - DGS-PURCHASING

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Services

BID NUMBER: RFB-RC-2025-097

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies available to the County of Rockland.

ELECTRONIC BID SUBMISSION ENCOURAGED

Proposals may be submitted electronically through the County’s BONFIRE BID Submission Portal. Please refer to the instructions titled: Electronic Bid Submission Instructions for Suppliers

BIDDER’S NAME: __________________________________________________________________________________________

PHYSICAL ADDRESS: _______________________________________________________________________________________ Bidders must list a physical address

MAILING ADDRESS : _______________________________________________________________________________________

(P.O. BOX NUMBER, IF APPLICABLE)

Bids for the above referenced bid number and title will be received until 3:00 PM on August 26, 2025 via electronic bid submission through the BONFIRE Portal or at the Rockland County Purchasing Department, at the above address and at that time all bids will be publicly opened and read. Specifications and bid forms may be downloaded at: https://rocklandgov.bonfirehub.com/portal and/or www.bidnetdirect.com. Please make note that the United States Postal Service does not deliver directly to this facility, however, other overnight couriers DO deliver directly to our facility. It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. LATE BIDS will NOT be considered

TERMS: One (1) year with four (4) one-year options to renew

DELIVERY: N/A

Prices are to be quoted F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED with deliveries to be made as specified

IMPORTANT NOTICE – Bid Distribution:

The County of Rockland officially distributes bidding documents from the Purchasing Division Office or through the

Empire State Purchasing Group's Regional Bid Notification System. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from either the

Purchasing Division Office or the Regional Bid Notification System are guaranteed to receive addendum information, if such information is issued. Appendix A (Revised 10/2018)– General Terms and Conditions for all Purchasing Division

Contracts is a separate attachment. Bidders shall download, read, and acknowledge acceptance of Appendix A on the proposal page.

If you have obtained this document from a source other than the Rockland County Purchasing Division or the

Empire State Regional Bid Notification System, it is recommended that you obtain an official copy.

NOTE:

The proposal of each bidder shall contain the certification to non-collusive bidding as set forth in section 103-d of the

General Municipal Law included in the specifications. This requirement must be strictly complied with. Filing of

Affidavit of Disclosure is mandatory when submitting your bid for this project.

The undersigned reserves the right to reject any and all proposals and to accept any proposal or proposals as submitted, or as modified, which in the opinion of the undersigned will be in the best interests of the County of Rockland.

DATED: 7/24/25 COUNTY OF ROCKLAND

POMONA, NY

BY: PAUL J. BRENNAN, FNIGP, CPPO

DIRECTOR OF PURCHASING

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

https://rocklandgov.bonfirehub.com/portal/?tab=openOpportunities http://www.bidnetdirect.com/

PAGE: 2

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

BIDDER’S CHECK LIST

Your response to our above referenced bid may be considered unresponsive and may be rejected if the following forms are not included at the time of the bid opening.

FORMS

STATEMENT OF REQUIRED DISCLOSURES, REPRESENTATIONS AND

CERTIFICATIONS

Experience / References form

Equipment form

Valid NYS Worker’s Compensation and Disability Certificates or Attestation of

Exemption

Signed Bid Acknowledgment Form

BID DEPOSIT

BID SECURITY

If required, each bid shall be accompanied by a certified check made payable to the County of Rockland in the amount indicated below. In lieu of such check, the bidder may furnish a bid bond in the same amount and having as surety thereon a surety company licensed to do business in the State of New York and approved by the County Attorney. Checks or bid bonds of all formal bidders will be returned after an award has been made.

The amount of the bid deposit required for this bid is:

$500.00 5% of Total Bid Waived Other: _____________ The Contractor shall furnish a performance bond in a sum equal to { }% of the annual contract, renewable annually for the term of the contract.

Performance Bond is required Performance Bond is NOT required.

INSURANCE INFORMATION

The County of Rockland requires a current insurance certificate, with the County of

Rockland listed as additional insured, to be on file in the Purchasing Department. You will be given five (5) business days from notice of award to supply this form or the award will be rescinded.

OTHER INFORMATION/REQUIREMENTS

Prevailing Wages Article 8 Article 9

Pre-Bid Meeting – See detailed Instructions under the Specification Section

Samples and/or Specifications as required.

Bidders must send materials, marked with Company Name, Bid No. and Item No. on bid when bidding on or equal items. These must be received prior to bid opening.

PAGE: 3

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

Electronic Bid Submission Instructions for Suppliers

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement Instructions

Residential

Declutter, Cleaning and

Sanitization

Services:

RFB-RC-2025-

097 (BT-15LV)

BidTable:

Excel (.xlsx) 1 Required

You will need to fill out the provided

Response

Template for this BidTable.

The Response

Template can be downloaded from the project listing on the Bonfire portal.

Statement of

Disclosures

File Type: PDF

(.pdf) 1 Required

Valid NYS

Wkm's

Compensation and NYS

Disability

Certificates or

Attestation of

Exemption

File Type: PDF

(.pdf) 1 Optional

PAGE: 4

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

Name Type # Files Requirement Instructions

Valid

Certificate of

Liability

Insurance (see sample certificate which identifies the coverage and limits required as well as sample language to name the

County of

Rockland as additionally insured)

File Type: PDF

(.pdf) 1 Optional

Certificate of

Experience

File Type: PDF

(.pdf) 1 Required

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 91039

Janitorial and

Custodial Services

NIGP 92681

Sanitizing and

Disinfecting

PAGE: 5

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

Commodity Set Commodity Code Title Description

NIGP 94884

Sanitizing and

Disinfecting

Services, Health

Related Services

NIGP 95256

Housekeeping

NIGP 95863

Janitorial

Management

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Requested BidTables:

The BidTable Response Templates can be obtained at https://rocklandgov.bonfirehub.com/opportunities/194544.

Please note that BidTables may take a significant amount of time to prepare.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/194544

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Aug 26, 2025 3:00

PM EDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before

Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

PAGE: 6

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Need Help?

Rockland County uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://vendorsupport.gobonfire.com/hc/en-us mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us

PAGE: 7

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

RECEIPT CONFIRMATION FORM

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM

WITHIN 5 WORKING DAYS OF RECEIVING BID PACKAGE TO:

PAUL J. BRENNAN, FNIGP, CPPO

Director of Purchasing, Department of General Services County of Rockland Sanatorium Road, Bldg. A, Pomona, NY 10970 Tele. (845) 364-3820 Fax: (845) 364-3809 Email: Purchasing@co.rockland.ny.us

Failure to return this form may result in no further communication or addenda regarding this Bid.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted BID.

______ We will be submitting a Bid

______ We will NOT be submitting a Bid – (please indicate reason)

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No rectconf.frm

PAGE: 8

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

PURCHASES BY NON-PROFIT AGENCIES

As per Rockland County Procurement Policy, Non-Profit Agencies approved to participate in New York State’s

Contract Extension Program are authorized to make purchases through the resulting contract(s).

1. The County of Rockland shall make all contract award information available to nonprofit agencies through our website: www.rcpurchasing.com

2. Any Rockland County nonprofit agency will issue purchase orders directly to vendors within the specified contract period referencing the County’s contract and shall be liable for any payments due on such purchase orders; and shall accept sole responsibility for any payment due.

3. All purchases shall be subject to audit and inspection by the other non-profit agency for which the purchase was made.

4. All Bidders shall be on notice that as a condition of the award of a County contract, the successful bidder shall accept the award of a similar contract with any Rockland County non-profit agency authorized to use New York State’s contracts, if called upon to do so. A listing of approved Rockland County non-profit agencies is available on the Purchasing Division’s website at www.rcpurchasing.com. The County, however, will not be responsible for any debts incurred by the participants pursuant to this or any other agreement.

5. Necessary deviations from the County’s specifications in the award of a participant contract, whether such deviations relate to quantities, or delivery points shall be resolved between the successful bidder and the political subdivisions or Rockland County nonprofit agencies.

PAGE: 9

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

SPECIFICATIONS

1. SCOPE

1.1. The Rockland County Department of Social Services Adult Protective Services Unit (RCDSS APS) is seeking a qualified company to provide cleaning, disinfecting, decluttering, and pest removal to support vulnerable adults in the community.

1.2. RCDSS APS Unit assists adults, age 18 or over with mental or physical impairment who are unable to provide for their basic needs.

1.3. The contractor must provide safe, discreet and reliable residential decluttering, cleaning, disinfecting and pest removal services to individuals who are eligible for services through RCDSS. The services will vary in intensity and frequency depending on the individual need.

2. ASSESSEMENT

2.1. RCDSS APS will initiate the assessment process with the contractor once a residential home is approved by RCDSS APS for an assessment.

2.2. The initial assessment must be provided within five (5) business days of receipt of a referral from

RCDSS APS

2.3. RCDSS APS will make arrangements with the contractor to visit the client’s residence.

2.4. The initial assessment must be developed which will include the required services, date and time of services, and frequency with which the services will be provided.

2.4.1. Required Services must be approved by an authorized representative of RCDSS APS prior to any work being performed.

2.5. The first service must be provided within three (3) days of RCDSS APS approval of the service schedule/plan.

3. SERVICES

3.1. Each client will receive one or more of the following services:

3.1.1. Cleaning Services

3.1.1.1. Cleaning services include but are not limited to, dusting, vacuuming and/or mopping floors, wiping down surfaces in bathrooms and kitchen, emptying trash cans, and cleaning difficult to reach areas.

3.1.1.2. Pricing for the service is to be inclusive of required supplies and tools to perform cleaning services.

3.1.1.3. Pricing is to be inclusive of travel, tolls, and administrative costs associated with this service.

3.1.2. Decluttering

3.1.2.1. Decluttering includes reorganization, and removal of junk, and unneeded items.

3.1.2.2. Hoarding may be a factor in some residences, therefore the involvedness to which the services are needed will vary and may require additional resources (i.e. dumpsters)

3.1.2.3. Pricing for this service is to be inclusive of required supplies and tools to perform decluttering services.

3.1.2.4. Pricing is to be inclusive of travel, tolls, and administrative costs associated with this service.

PAGE: 10

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

3.1.2.5. Pricing for the use of a dumpster is to be provided at a flat rate for the use of one dumpster at one residence.

3.1.3. Sanitization

3.1.3.1. Sanitize high touch surfaces to reduce germs to levels public health codes or regulations consider safe: https://www.cdc.gov/hygiene/cleaning/cleaning-your-home.html

3.1.3.2. It is preferred that the contractor use disinfectants and sanitizers approved by the New

York State Office of General Services as being environmentally preferable cleaning products under GreenNY.

3.1.3.3. Pricing for this service is to be inclusive of required supplies and tools to perform sanitization services.

3.1.3.4. Pricing is to be inclusive of travel, tolls, and administrative costs associated with this service.

4. SCHEDULING AND CANCELLATIONS

4.1. After the initial assessment of services and scheduling, the contractor must coordinate with RCDSS

APS for the scheduling of all subsequent appointments.

4.2. The contractor must include a cancellation policy.

4.3. Fees for cancellation must be included in the bid table.

4.4. If a client is not home at the time of appointment or the contractor is unable to enter the client’s residence to perform services, the visit can be rescheduled one time without RCDSS APS involvement.

4.5. If the client cancels two times, the visit cannot be rescheduled without prior approval of RCDSS APS.

5. SOCIAL RESPONSIBILITY

5.1. Services must be provided in a manner that addresses the ethnic composition of the community being served.

5.2. The services must be provided without regard to income and are based on the principle of the individual’s right to self determination and least restrictive alternatives.

5.3. RCDSS values cost effective services that are delivered in the most appropriate setting with culturally sensitive, courteous and respectful treatment for all involved.

5.4. The contractor must provide quality services that improve the well-being and health for all residents, protects our most vulnerable populations, and promotes public safety, self-sufficiency for individuals and families.

6. REQUIREMENTS

6.1. The contractor must have a minimum of 3 years providing similar services to residential clients.

6.2. The contractor must provide names and copies of drivers’ licenses for all Technicians that will provide services.

6.3. Technicians must be properly trained, respectful and maintain a level of confidentiality.

7. SUBCONTRACTORS

7.1. Subcontractors are allowable under this agreement; however, the contractor must get written approval by RCDSS for any and all subcontractors.

7.2. Subcontractors must adhere to the requirements set forth in the bid documents.

7.3. The contractor is to list all subcontractors that may be used to provide services.

https://www.cdc.gov/hygiene/cleaning/cleaning-your-home.html

PAGE: 11

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

8. INVOICES

8.1. All invoices must be submitted to RCDSS with back up documentation and client information matching assessment plan schedule and services.

8.2. All claims for payments are subject to audit.

8.3. Invoices must be submitted monthly.

8.4. Invoices for labor must be billed to the next quarter hour of actual time worked (example: 8:00 AM to

9:10 AM would be billed at 1 hour and 15 minutes). Invoices rounded to the next full hour will not be approved for payment.

8.5. The invoice must specifically list the number of man-hours worked.

8.6. The Contractor’s labor charges must correspond to the rates, which they supplied with the bid.

8.7. Detailed description of all completed service work must accompany all invoices.

8.8. The County of Rockland is not responsible for any services provided that were not prior approved by

RCDSS APS under the client assessment plan.

9. PRICING FOR LABOR AND MATERIAL

9.1. The Contractor shall be paid for each repair job as authorized by Rockland County upon submission of properly executed invoices (see section 8. INVOICES for invoice requirements).

9.2. Labor Charges: Contractor shall submit an hourly labor price as per the attached pricing schedule, for twenty-four hours, seven days a week service calls as may be required at all Rockland County government facilities. The Contractor’s labor charges must correspond to the rates, which they will supply with the bid.

9.3. Contractor shall bid a labor rate in dollars per man-hour for a technician.

9.4. The bidder agrees and hereby certifies that all labor charges contained in the invoices and vouchers shall be only those that were required and necessary to complete the work.

9.5. The bidder will note that the estimated quantities on the proposal page are the estimated number of hours/each the Department of Social Services anticipates being required for each item. Please note all quantities listed are estimates and may be greater or less than the estimated quantities.

9.6. The median home size in Rockland County as of May 2025 is 2,240 square feet

▪ This is based upon information provided by Economic Research

• https://fred.stlouisfed.org/series/MEDSQUFEE36087

9.7. The County of Rockland shall not pay for Lunch breaks and any additional company approved break times. The County will only pay for the time working on-site.

10. PRICE ADJUSTMENT

10.1. The County recognizes this product or service has a price component that may have a commodity with changing costs. The Contractor/Supplier may request a price adjustment no more frequently than one each year.

10.2. Price Adjustment request must be made in writing and include the reason for the request, documentation supporting the request (i.e., commodity increases), the current pricing, and the requested revised pricing.

10.3. The County will review the Price Adjustment request. If the Price Adjustment is deemed reasonable the

Price Adjustment request will be accepted by written acknowledgement. If the request is not accepted the

County may entirely reject the request or may counter with revised pricing. In either case the County will provide a written explanation in support of the decision.

PAGE: 12

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

10.4. The Director of Purchasing may use available indexes (e.g. CPI or PPI) to determine if the requested

Price Adjustment is reasonable. Typically, a Price Adjustment that exceeds 5% will not be approved unless very unusual and significant changes have occurred in the industry.

10.5. In the event industry costs decline, the County shall have the right to receive, from the Contractor, a reasonable reduction in prices/pricing that reflect such cost changes in the industry. The County will make a written request to the Contractor for a Price Adjustment in writing with supporting documentation.

11. AWARD

11.1. Award will be made to the lowest responsive responsible bidder meeting the stated requirements. The

County reserves the right to award this contract on a line-by-line basis.

PAGE: 13

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

INSURANCE: THE BID NUMBER IS TO APPEAR ON ALL INSURANCE CERTIFICATES

INDEPENDENT CONTRACTOR: The CORPORATION / CONTRACTOR/ AGENCY / CONSULTANT, is an independent contractor and covenants and agrees that it, its agents, servants and/or employees, will neither hold itself/themselves out as, nor claim to be an employee, servant or agent of the COUNTY, and that it, its agents and employees will not make claim, demand or application to or for any right or privilege applicable to an officer or employee of the COUNTY including, but not limited to, Worker’s Compensation coverage, unemployment insurance benefits, Social Security Coverage or retirement membership or credit.

ROCKLAND COUNTY’S INSURANCE REQUIREMENTS:

GENERAL LIABILITY: Prior to commencing work, the CONTRACTOR or CONSULTANT shall, at its/his/her own cost and expense, procure and maintain insurance to cover his/her/its work, services, employees, agents and servants under the terms of the contract or purchase order which shall include, but not be limited to the coverage that is selected on the attached matrix. Insurance must be obtained from insurance companies licensed in the State of New York, carrying a Best’s financial rating of A or better. Upon failure to furnish, deliver and maintain such insurance, the agreement, contract award or purchase order may be declared suspended, discontinued or terminated or canceled. If at any time any of the policies required herein shall be or become unsatisfactory to the County, as to form or substance, or if a company issuing any such policy shall be or become unsatisfactory to the County, the CONTRACTOR OR CONSULTANT shall upon notice to that effect from the County, promptly obtain a new policy and submit same with a certificate for approval by the County.

Forced Placed Insurance. If CONTRACTOR OR CONSULTANT does NOT provide the County of Rockland with evidence of the insurance coverage required by this Agreement, the County may purchase insurance (at Contractor’s or Consultant’s sole expense) to protect the County’s interests. This insurance may, but need not, protect Contractor’s or Consultant’s interest. If the County purchases insurance under this Section, Contractor or Consultant will be responsible for the cost of that insurance, including interest and any other charges the County may impose in connection with the placement of the insurance, until the effective date of the cancellation or expiration of the insurance. The cost of insurance under this Section may be more than the cost of insurance that Contractor or Consultant may be able to obtain on its own.

In relation to purchases that are not a result of a County Bid, RFP or Contract; Vendors who cannot provide the coverage limits on the attached matrix may provide the County with an ACORD Certificate detailing the coverage limits they currently have in place and the County will review such certificates on a case-by-case basis to determine if sufficient coverage is in place in relation to the perceived risks associated with the proposed purchase.

COVERAGES – (SEE ATTACHED MATRIX)

An ACORD Certificate of Insurance will confirm that the required policies have been issued to the named insured; for the policy period indicated. The ACORD Certificate is to be provided to the County of Rockland within five (5) business days of notice of contract award or of notice of intent to issue a Purchase Order. Please NOTE: the Certificate of Insurance must be updated to give the County of Rockland immediate notice of the following:

1. Dilution of the limits of insurance shown on the Certificate of Insurance by more than 20% as a result of the payment of claims or expenses;

2. The downgrading of any insurer listed on the Certificate of Insurance by AM Best to less than an “A” rating;

3. The receipt, from any listed insurer, of a notice of cancellation before the expiration date thereof or non-renewal will be delivered in accordance with the policy provisions;

4. The receipt, from any listed insurer, of any failure of the named insured to comply with an insurance policy term or condition.

All Certificates of Insurance must be updated at least annually to remain valid.

The ACORD Certificate of Insurance shall contain a Description of Operations and include any exclusions or special provisions added by endorsement that in any way restrict coverage. The Contract Number and/or Purchase Order Number

PAGE: 14

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies and the name of the department requiring the insurance should be stated under the description. The description shall also contain a statement to the effect that “The following are named as Additional Insured’s under General Liability and (if required) Automobile Liability, Excess Umbrella Liability, and Professional Liability (if applicable) on a primary basis, and on the broadest form available through the listed insurers with respect to this Contract or Purchase Order: The County of Rockland, its employees, elected officials and affiliated municipal entities. The signing authorized representative warrants that the insurance carrier(s) have been informed of and accepted the County of Rockland as an additional insured.

WORKERS COMPENSATION REQUIREMENTS UNDER WORKERS’ COMPENSATION LAW §57: The Vendor shall procure, pay for, and maintain during the entire term of the contract such insurance as will protect both the owner and the vendor from claims under worker’s compensation acts and amendments thereto and from any other claims for property damage and for personal injury including death, which may arise from operations under this contract, whether such operations by the Vendor or by any other party directly or indirectly employed by the Vendor. Vendors shall provide copies of the required certificate to the County of Rockland within five (5) business days of notice of contract award or of notice of intent to issue a Purchase Order.

To comply with coverage provisions of the Workers’ Compensation Law (“WCL”), businesses must:

A. Be legally exempt from obtaining workers’ compensation insurance coverage; or B. Obtain such coverage from insurance carriers; or C. Be a Board-approved self-insured employer or participate in an authorized group self-insurance plan.

The Contractor must prove that they are in compliance with §57of the Workers Compensation Law (WCL) by providing ONE of the following forms indicating that they are:

• Insured Form C-105.2 or U-26.3 – (All private insurance carriers and their licensed insurance agents are authorized to use the Form C-105.2 as their Certificate of NYS Worker’s Comp Insurance. The State Insurance Fund uses the U-26.3 form as its Certificate of Workers Compensation Insurance). Upon obtaining a permit, license or contract from a government agency Employers must obtain this form from their private insurance carrier. Carriers and their licensed agents may contact the Board's Bureau of Compliance to obtain this form.

• Self-Insured Form SI-12 – Certificate of Worker’s Compensation Self-Insurance or Form GSI-105.2 Certificate of Participation in Worker’s Compensation Group Self-Insurance). Upon obtaining a permit, license or contract from a government agency. Board-approved self-insurers must obtain this form from Board's Self-Insurance Office.

• Exempt Form CE-200 – Certificate of Attestation of Exemption from NYS Worker’s Compensation Insurance) (Effective 12/1/08) Applicants for permits, licenses or contracts from State, county or municipal agencies in New York State that are not required to carry NYS workers' compensation and/or disability benefits insurance coverage.

These exemption forms can ONLY be used to attest to a government entity that an applicant requesting a permit, license or contract from that government entity is not required to carry NYS workers' compensation and/or disability benefits insurance.

The Vendor will send the appropriate forms to the Purchasing Division within five (5) business days of notification of contract award. All correspondence shall contain the Solicitation Number and Title.

mailto:Certificates@wcb.ny.gov?subject=Obtaining%20a%20C-105.2%20Certificate

PAGE: 15

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

DISABILITY BENEFITS REQUIREMENTS UNDER WORKERS’ COMPENSATION LAW §220(8):

To comply with coverage provisions of the WCL regarding disability benefits, businesses may:

A. Be legally exempt from obtaining disability benefits insurance coverage; or B. Obtain such coverage from insurance carriers; or C. Be a Board-approved self-insured employer.

The Vendor must prove that they are in compliance with Section 220(8) of the Workers Compensation Law (WCL) by providing ONE of the following forms indicating that they are:

• Insured Form DB-120.1 – Certificate of Disability Benefits Insurance (the businesses insurance carrier will send this form to the County upon request.

• Self-Insured Form DB-155 – Certificate of Disability Benefits Self-Insurance (the business calls the Board’s Self- Insurance Office at 518-402-0247).

• Exempt Form CE-200 – Certificate of Attestation of Exemption from NYS Worker’s Compensation and/or Disability Benefits Coverage.

The Vendor will send the appropriate forms to the Purchasing Division within five (5) business days of notification of contract award. All correspondence shall contain the Solicitation Number and Title.

Please note that ACORD forms are NOT acceptable proof of New York State Workers Compensation or Disability benefits insurance coverage.

NY State Department of Labor requirements for Workmen’s Compensation and Disability forms. Online address:

http://www.wcb.ny.gov

EMPLOYERS LIABILITY with minimum statutory requirements

All policies of the Contractor or Consultant shall be endorsed to contain the following clauses:

(a) Insurers shall have no right to recovery or subrogation against the County of Rockland (including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so affected shall protect both parties and be primary coverage for any and all losses covered by the above-described insurance.

(b) The clause "other insurance provisions" in a policy in which the County of Rockland is named as an insured, shall not apply to the County of Rockland.

All contractual insurance requirements in any contract between the Contractor or Consultant and the

County shall contain the following clauses:

(a) The insurance companies issuing the policy or policies shall have no recourse against the County of

Rockland (including its agents and agencies as aforesaid) for payment of any premiums or for assessments under any form of policy.

(b) Any and all deductibles in the above-described insurance policies shall be assumed by and be for the account of, and at the sole risk of, the Contractor or Consultant.

SEE FOLLOWING PAGE FOR INSURANCE COVERAGE MATRIX

http://www.wcb.ny.gov/content/main/forms/AllForms.jsp

PAGE: 16

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

VENDOR CLASSIFICATION

CHECK APPROPRIATE BOX

Janitorial

Contracted

Consultant

Licensed Professional Consultant Services - Legal, Accounting, Architect & Engineers, Medical, Forensics, Environmental Etc.

Public and School Transport

Capital Construction Projects –Buildings, Roads, Water Treatment

Type of Insurance

A Commercial General Liability (CGL) Each Occurrence

General Liability $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Personal & Adv Injury $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Med. Expense Any One Person

$5,000 $5,000 $5,000 $5,000 $5,000 $5,000

Damage to Rented Premises $50,000 $50,000 $50,000 $50,000 $50,000 $50,000

General Aggregate $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000

Products-Comp / Op Aggregate

$2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000

B Auto Liability – Incl Bl and

PD (AL)

(2) (2) (2) (2) (2) (2)

Combined Single Limit per accident

Any Auto $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

Or

All Owned $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

All Hired $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

All Non-Owned $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

C Excess / Umbrella Liability

Each Occurrence $5,000,000 XXXXX XXXXX $1,000,000 $10,000,000 $10,000,000

Aggregate $5,000,000 XXXXX XXXXX $1,000,000 $10,000,000 $10,000,000

D Workers Compensation and Employers Liability

(3) (3) (3) (3) (3) (3)

E.L. Each Accident Statutory Statutory Statutory Statutory Statutory Statutory

E.L. Each Disease-EA Employee

Statutory Statutory Statutory Statutory Statutory Statutory

E.L. Disease-Policy Limit

E Disability Benefits (3) (3) (3) (3) (3) (3)

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

F Other-Professional Liability or errors and Omissions or Malpractice

(4) (4) (4)

Per Claim $1,000,000 $1,000,000 $1,000,000 (Sexual Abuse) School Transportation only

Opt Owners and Contractors Protection

Each Occurrence $1,000,000

Aggregate $2,000,000

* All Other Insurance as Required by Law

Rockland County to be named as Additional Insured on these coverage’s

GL-AL-

EXCESS

GL-AL-

EXCESS

GL-AL GL-AL-PROFESSIONAL GL-AL-

EXCESS-PROFESSIONAL

GL-AL-

EXCESS-OPT

Cont’d on next page

PAGE: 17

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

(1) The per occurrence and Aggregate limits for specified coverage should apply on a per location or per project basis.

(2) Automobile Liability Coverage is required IF an automobile is used in the execution of their contract. A vendor using a third party for shipment or transport does not require Automobile Liability Insurance.

(3) An ACORD form is NOT acceptable proof of NYS Workers Compensation (WC) or Disability Benefits (DBL) Insurance coverage. For WC, secure form C-105.2 or U-26.3. For DBL, secure form DB.120.

Workers Compensation/Employers Liability, and NYS Disability are not required of: a) a business that is owned by one individual, is not a corporation, and does not have any other employees, b) a self-employed individual, c) an out of state employer with no NYS employees. IN EACH CASE, the employer must file Form CE-200, Certificate of Attestation of Exemption, with the NYS Workers Compensation Board certifying that they are not required to obtain NYS specific Workers Compensation Insurance or NYS statutory Disability Benefits.

(3a) For vendors of commodities that have no locations or employees in the State of New York, and the commodities are going to be shipped from out of State to our location via common carrier evidence of Workers Compensation and Disability or the New York Attestation are not required. If the vendor does have locations in New York State and the particular product is manufactured or shipped from out of State, we should still get evidence of New York State Workers Compensation and Statutory Disability.

(4) A consultant is someone who gives expert or professional advice. Consultants are ordinarily hired on an independent contractor basis. Therefore, the County is not liable to others for the acts or omissions of the consultant. A consultant is an individual who possesses special knowledge or skills and provides that expertise the County for a fee. Consultants help find and implement solutions to a wide variety of problems, including those related to business, marketing, manufacturing, strategy, organization structure, environmental compliance, health and safety, technology, and communications. Some consultants are self-employed, independent contractors who offer specialized skills in a certain field; other consultants work for large consulting firms, that offer expertise in a wide range of business areas; and still other consultants hail from academia. Specialists in various professional fields that work with the general public and have greater than average expertise in particular areas, for example lawyers, doctors, pharmacists and insurance agents, require additional coverage for someone who is injured as a result of their negligent acts or omissions. Therefore, Professional Liability Insurance is required if commercially available for your profession.

SAMPLE ACORD CERTIFICATES: Sample ACORD Certificates detailing the required insurance coverage are included in each Invitation to Bid or Request for Proposal. These are provided as for informational purposes only to County Vendors and their Insurance Brokers to assist you in obtaining the correct insurance required for County contracts. Please note that the attached certificates reflect the standard types and limits of insurance the County requires most often. The requirements of each proposal may differ in which case the proposal’s specific requirements shall prevail. Please review the insurance requirements of your proposal carefully with your broker.

Exceptions: The limits shown in the matrix and samples will generally be required for service providers involved in low-risk activities. Higher limits may be required for service providers performing potentially high-risk activities.

PAGE: 18

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

INFORMATION TO BIDDERS

OBLIGATION OF BIDDERS

A Contractor shall not plead misunderstanding or deception because of estimates of quantities, character, location, or other conditions surrounding the same. Permission will not be given to withdraw, or modify, or explain any proposal or bid after it has been opened.

The proposal shall specify the costs, in the manner hereafter described for which the items will be supplied according to the specifications, together with a unit price for each of the separate items as called for. Any proposal shall be deemed informal which does not contain prices set opposite to each of the several items for which there is a quantity exhibited in the itemized proposal.

AWARD OF CONTRACT

Award of contract will be made to the lowest responsible qualified bidder whose proposal shall comply with all of the provisions required to render it formal. The County or the Director of Purchasing reserves the right to waive any informality or to reject any or all proposals and may advertise for new proposals, if the best interest of the county will be served. The County or the Director of Purchasing may require any or all bidders to present evidence of experience, ability and financial standing as well as a statement as to the equipment which the bidder will have available for the executing of this contract.

The county reserves the right to award this contract either on an item-by -item basis or as a total award of all items in combination.

The Director of Purchasing reserves the right to reject a materially or mathematically unbalanced bid or to make "NO AWARD" on individual listings or sub-items if individual bid prices are deemed to be unbalanced or excessive or if an error in the solicitation becomes evident. In such case, ranking and evaluation of bids may be made on remaining items. Award may be made on the remaining items. The acceptance or rejection of an unbalanced bid shall be at the sole discretion of the County.

INSURANCE & BONDS

The bidder whose proposal is accepted will be required to furnish bonds and evidence of insurance within five days from date of Notice of Award. In case of failure or refusal on the part of the bidder to furnish bonds, if required, within the set period, the amount of deposit may be forfeited to the county and the contract may be awarded to the next lowest responsible bidder. Upon the notification of award and approval of the bond, the deposit will be returned to the proposer. The deposit of persons other than the one to whom and award is made will be returned to the person or persons making the proposal immediately after the contract and bonds have been executed.

NONRESTRICTIVE USE OF BRAND NAME OR EQUAL SPECIFICATIONS

The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and are not intended to limit or restrict competition.

FORM OF PROPOSAL

All proposals shall be made upon forms furnished by the Director of Purchasing of the County of Rockland and shall be contained in sealed envelopes addressed to PAUL J. BRENNAN, CPPO, Director of Purchasing, County of Rockland, DGS

- Purchasing, Bldg. A, 6th Floor, 50 Sanatorium Road, Pomona, NY 10970. Form of proposal as issued by the county shall be completely filled in, in ink or typing. No bid will be accepted which contains any changes, additions, omissions or erasures.

EXPERIENCE & EQUIPMENT

Bidder shall submit with the proposal a Certificate of Experience for the past three (3) years. Bidder to list equipment owned or leased necessary for the execution of this contract. Certificate of Experience and Certificate of Equipment are included in these documents, if applicable.

PAGE: 19

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

AMERICANS WITH DISABILITIES

“The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodations that you may require, please call Sabrina Samuels at (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.”

LICENSE:

In accordance with Local Law #11 of 1967, Licensing of Electricians and Local Law #17 of 1974, Licensing of Plumbers, HVAC and Refrigeration, and subsequent amendments, the contractor shall possess a valid license at the time of execution of the contract.

CHANGES

If changes in the work are required, they will be directed in writing by field order. In the event a change requires adjustment in costs, the following methods may be used:

a. Agreed upon lump sum.

b. Verified cost for time and materials, plus a mark-up of 10% overhead and 10% profit.

c. Processed with work and review at later date.

d. In no event may the contractor stop the work due to an inability to arrive at an agreed upon method of billing, but must proceed “under protest.”

EXCULPATORY CLAUSE

The Contractor agrees to make no claim for damages for delay in the performance of this contract occasioned by any act of omission to act of the County or any of its representatives, and agrees that any such claim shall be fully compensated for by an extension of time to complete performance of the work as provided herein.

NOTICE TO BIDDER

APPENDIX A

Appendix A, General Terms and Conditions for Department of General Services Purchasing Division Contracts, a separate attachment to this solicitation, is hereby expressly made a part of this Bid Document as fully as if set forth at length herein. Please retain this document for future reference.

Bidders shall download, read, and acknowledge acceptance of Appendix A on the proposal page.

PAGE: 20

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Residential Declutter, Cleaning and Sanitization

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any other legal remedies

VENDORS NAME: ____________________________________________________________________

NON-BIDDER’S RESPONSE

For the purpose of facilitating your firm’s response to our invitation to bid, the County of Rockland is interested in ascertaining reasons for prospective bidder’s failure to respond to “Invitations to Bid”. If your firm is not responding to this bid, please indicate the reason(s) by checking any appropriate item(s) below and return this form to the above address.

We are not responding to this “Invitation to Bid” for the following reason(s):

_____ Items or materials requested not manufactured by us or not available to our company.

_____ Our items and/or materials do not meet specifications.

_____ Specifications not clearly understood or applicable (too vague, too rigid, etc.).

_____ Quantities too Small.

_____ Insufficient time allowed for preparation of bid.

_____ Incorrect address used. Our correct mailing address is:…